ADD THIS FEATURE FOR RETAILERS WHO TAKING ADVANCE ORDER IN FESTIVALS.

🏷 Kokanastha Smart Operations System – Complete Workflow

A comprehensive setup to streamline order processing, packaging, inventory, delivery, and customer communication across all Kokanastha departments.

🔹 1. Dynamic QR System

• Every bill must have two dynamic QR codes:

• One for bill details & tracking (showing item list, customer name, order status, etc.).

• Another for payment, auto-generated and linked to the billing system.

• Scanning the QR should allow the customer or staff to instantly check order progress or verify payment

🔹 2. Godown & Billing Coordination

• Once the order is packed, it should automatically notify the billing team to generate the invoice.

• Any changes in billing (item edits, quantity updates, cancellations) must instantly notify the packing team.

• Packing slips should print automatically with batch number, weight, and packer name for traceability.

• System to highlight pending packing vs. packed orders for better load balancing.

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🔹 3. Inventory & Stock Management

• Integrated inventory system should:

• Track real-time stock across all items and batches.

• Automatically deduct stock when an order is packed or billed.

• Separate Advance Booking Stock and Direct Counter Stock to avoid confusion.

• Display live stock balance for each product (useful for both godown and billing counters).

• Alerts for low stock, batch expiry, or slow-moving items to help production planning

🔹 4. Advance Booking & Dispatch Planning

• All advance orders to be listed with delivery dates.

• Packing team gets an automated daily packing list for next-day deliveries.

• Delivery planning dashboard to show:

• Pending advance orders.

• Packed but undelivered orders.

• Completed deliveries with proof.

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🔹 5. Delivery Management

• Each delivery assigned to a specific delivery boy through the system.

• Delivery boy must:

• Upload photo proof or obtain digital signature after successful delivery.

• Mark the order as Delivered (status updates automatically in system).

• Delivery route optimization can be integrated (optional), showing shortest path for multiple deliveries in the same zone.

• Real-time delivery tracking for admin via map dashboard.

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🔹 6. Auto Order Status & Dashboard

• Order flow: Received → Packed → Billed → Ready for Dispatch → Out for Delivery → Delivered

• A color-coded dashboard (Green = delivered, Yellow = in process, Red = pending) helps identify delays instantly.

• Admin and godown teams can see live updates for all orders.

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🔹 7. Customer Notification System

• Customers receive WhatsApp/SMS alerts for:

• Order confirmation

• Packing completion

• Out for delivery (with delivery boy’s name/contact)

• Delivery completion (with thank-you note)

• For advance orders, an automated reminder 1 day before dispatch.

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🔹 8. Reporting & Analytics

• System to generate:

• Daily/Weekly/Monthly sales & dispatch reports.

• Fast-moving and slow-moving product summaries.

• Pending delivery reports.

• Packer and delivery boy performance tracking.

• Comparison of advance bookings vs. counter sales.

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🔹 9. Returns & Refund Management

• In case of wrong or damaged delivery:

• Delivery boy uploads photo proof and marks the item as Returned.

• Billing team automatically receives a refund or replacement alert.

• Returned goods get added back to “Return Stock” (separate from saleable inventory).

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🔹 10. Role-Based Access Control

• Admin: Full access with control over users, reports, and analytics.

• Biller: Create and modify bills, manage QR codes, payments.

• Packer: Update packing status, view item list.

• Delivery Boy: Access assigned deliveries only, upload proof.

• Customer Care: Can view status and resend receipts/QRs.

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🔹 11. Communication Between Departments

• A built-in internal messaging system or notes section per order:

• Packer can mark issues (e.g., “Karanji pack missing 2 pcs”).

• Biller can respond instantly.

• Reduces phone calls and confusion between billing, godown, and delivery staff.

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🔹 12. Backup & Audit Trail

• All system actions (packing, billing, delivery marking, refund, etc.) are logged with time, date, and user name.

• Regular cloud backup ensures no data loss during heavy Diwali season.

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🔹 13. Product-Level Insights (Optional Future Feature)

• Track sales by product, size (1kg, 500g, 250g), and location.

• Use insights for future production planning and targeted promotions.

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🔹 14. Smooth Counter Sale Integration

• When a walk-in counter sale happens:

• System checks available stock in real-time.

• Deducts directly from “Counter Sale Stock.”

• Prevents accidental selling of advance-booked items.

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🔹 15. Delivery Zone Optimization

• Define delivery zones (e.g., Dahisar East, Borivali West, etc.)

• Automatically group deliveries in the same zone to one delivery boy to save time and cost.

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🔹 16. Future Expansion (Optional Automation)

• Barcode printing for every pack for scan-based stock in/out.

• Integration with UPI and payment gateways to automatically confirm payments.

• Direct sync with WhatsApp Business API for real-time order chat and invoice sharing.

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✅ End Goal

A fully integrated Kokanastha Smart System that ensures:

• Zero stock mismatch

• Transparent coordination between Billing, Packing & Delivery

• Real-time updates for customers

• Faster, error-free deliveries

• Complete accountability and growth analytics

SOFTWARE PYTHON MADHE BANVUN DE